Activity Feed

when you click the expansion (+) icon next to a prospect’s name in the list, it opens an at a glance view that helps you take action quickly without needing to open the full prospect profile this expanded view includes three tabs activity , path , and admission each tab is designed to give you important insights and tools right from the list—whether you're logging notes, tracking admissions progress, or following the defined lead path it’s a great way to manage prospects efficiently while staying on top of next steps the activity tab gives you access to everything happening with a prospect—notes, messages, events, stage changes, and more from here, you can take action, track communication, and manage progress without having to open the full profile activity tab the activity tab within the expanded prospect view provides a full log of all interactions and updates related to that prospect this includes notes, emails, sms messages, events, document activity, stage changes, advisor assignments, and more it’s a centralized feed that helps you quickly review what’s been done and what’s still pending—making it easier to stay on track and follow up when needed you’ll see a timeline of entries under headings like added , activity , details , date , description , result , and user —so you can immediately understand what type of action was taken, who did it, and whether anything still needs attention action dropdown menu located in the top right corner of the activity tab, the action dropdown allows you to take key actions without opening the full prospect profile these tools are especially useful for admissions advisors and staff who are working through multiple prospects in the list view each of these actions is automatically recorded in the activity feed, helping your team maintain a clear, consistent history of communication adding a prospect note notes are internal messages added to a prospect’s profile that help you and your team keep track of important details that don't require an event scheduled notes are only visible to staff and are never shared with the prospect to add a note, click action and select add note a small window will open where you can type your message once saved, the note will appear in the feed with a timestamp and the name of the user who added it if you need to make changes, click the edit note icon next to the entry while editing, you’ll see a revision counter that shows how many times the note has been updated each time a note is edited and saved, it will move to the top of the activity feed to reflect the most recent change adding a prospect event events in ampeducator help manage and track key interactions with prospects by allowing you to assign specific tasks—such as meetings, phone calls (inbound or outbound), or general to dos—to any admissions advisor or user with the appropriate access each event appears on the assigned user’s calendar and dashboard agenda, making it easy to stay on top of upcoming responsibilities once the event is completed, the outcome can be updated and a follow up event can be scheduled as needed all events are recorded in the prospect’s activity feed, helping your team maintain clear communication and consistent follow through to add an event, click the action dropdown and select add event in the pop up window select the staff member under assigned to choose the appropriate availability date select the appropriate event type depending on the event type selected, additional fields may appear—such as time , end time , or resource if the event should repeat, check the recurring box and complete the relevant details add a short description to give context for the event, then click add event to save the event will appear in the feed with a pending status and can later be completed directly from the activity feed by the assigned user completing a prospect event once an event has taken place—whether it’s a meeting, call, or follow up task—it should either be marked complete or a follow up event should be scheduled , depending on the outcome the staff member it’s assigned to will see the event on their home dashboard and calendar from there, they can click on the event title to open it, or go to the activity feed and use the edit event icon next to the event entry inside the edit window, scroll to the result dropdown and select the appropriate outcome options include completed – the event was successfully carried out rescheduled – the event has been postponed and will need a new date/time no show – the prospect or participant did not attend pending – leave as is if the event hasn't occurred yet if a follow up is required after the event, simply check the follow up event box at the bottom of the window when you click save , the event will be updated with any changes you’ve made if the follow up event checkbox is selected, a new event modal will automatically open so you can easily schedule the next step in your communication sending an email or sms you can communicate directly with a prospect right from the activity tab by clicking the action dropdown and choosing send email or send sms selecting send email opens a rich text editor where you can type your message, apply formatting, and even use templates docid\ mfokyknsnlceovhnocnl3 if they’ve been set up for your institution you’ll see the prospect’s details at the top, and once you press send , the message is recorded in the activity feed automatically if your institution has sms docid\ xb 9fabrfhcwqwlqnww2n enabled, choosing send sms opens a simpler modal designed for short form messages you can also use sms templates docid\ mfokyknsnlceovhnocnl3 and merge tags here, though html formatting is stripped and messages longer than 160 characters may be split into multiple messages both methods ensure your communication is logged, helping your team maintain a complete interaction history with each prospect path tab the path tab provides a visual overview of the prospect’s journey through your configured lead stage decision tree it highlights the current stage in green and shows how the prospect has progressed—or where they still need to go—based on the structure you’ve set up in your institution’s lead stages this visual is helpful for quickly understanding where each prospect stands and what steps remain in their path to admission items tab the items tab displays a list of all tasks that must be completed while the prospect is at their current lead stage these tasks, called stages docid\ lkhvkrfhdwlegqwj3kpxt , are configured as part of your lead stage setup and may include actions like sending a first contact email, scheduling a meeting, or reviewing documents each item shows its title, whether it’s required, the item type (such as checkbox or document), and any linked details if any required items are still outstanding, the tab will display a status of not completed at the top this helps clearly indicate that the prospect shouldn’t move to the next stage until all necessary steps are done lead stage navigation options located in the top right corner of the activity tab, the prev stage , next stage , and jump options let you control and update the prospect's progress through your custom lead stages next stage – once all required items in the current stage are complete and the status changes to complete , you can click this button to move the prospect to the next stage in the lead path this ensures the prospect progresses in the correct order, following your configured decision tree prev stage – if you need to move the prospect back a step—for example, if something was missed or needs to be redone—you can click this to return them to the previous stage jump – this dropdown allows you to manually move a prospect to any fixed stage (such as admission, enrolled, lost, or rejected), regardless of their current stage or progress use this with care, as it bypasses the regular stage flow these options give you the flexibility to guide each prospect based on their specific situation while still following your school’s structured lead process admissions tab the admission tab provides a clear view of the prospect’s expected enrollment details, key admission documents, and checklist items required for the next steps in the admissions process expected values at the top of the tab, you can enter expected values for program, session, intake, enrollment date, start and end dates, and even projected revenue this information helps admissions advisors plan and forecast upcoming enrollments in addition to internal planning, these values can be used as merge fields in contracts, forms, and offer letters—allowing you to personalize communications based on each prospect’s intended enrollment details they also serve as useful filters in the prospect list for sorting and reporting admission core documents the admission core documents section displays three default document types application , letter of offer , and contract these are built in defaults that appear for all prospects and can be managed in admissions docid\ k75tz4xd99ym2osegqfuk assigning and sending admission core documents to assign and send any of the admission core documents (application, letter of offer, or contract), click the edit icon next to the document you want to assign this will open the edit admission core document window in the modal check ‘new \[document type]’ to indicate that a new document will be created use the dropdown menu to select the correct document templates docid\ mfokyknsnlceovhnocnl3 if you want the prospect to receive the document by email, check the ‘email link’ box once you check the email box, a message (optional) field will appear, allowing you to include a custom message that will be sent along with the link click save to send the document once the document is assigned and the email link box is checked, an email will automatically be sent to the prospect with a secure link to access and complete the document the email will include a short message if you’ve added one, along with the link to the form when the prospect clicks the link, the document will open directly within ampeducator the layout and fields will reflect how it was designed in your templates docid\ mfokyknsnlceovhnocnl3 section if the template includes a digital signature field, the prospect will be prompted to sign and then verify their signature through a confirmation email before the document is considered complete after the document is fully completed and signed, the prospect will receive a confirmation email with a pdf copy of the completed document for their records the document’s status will update in the list to reflect its progress (e g , pending, signed, or completed) after assigning a document, several quick action icons appear under the required column to help you manage and follow up on document progress email link – send or resend the secure link to the prospect by email view link – preview the link exactly as the prospect will see it view document – open and review the document at any time—whether it's in progress or completed copy all fields – copy the submitted data from the document for use elsewhere, if needed these tools make it easy to track status, follow up, and keep everything moving forward without having to reassign the document admission checklist the admission checklist appears at the bottom of the admission tab and is used to track final admissions requirements this checklist typically includes required documents or confirmations needed before enrollment, such as transcripts or government id the checklist can be configured under admissions docid\ k75tz4xd99ym2osegqfuk